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Home My WebLink AboutMINUTES - 12021997 - C116 r TO: BOARD OF SUPERVISORS 6... Contra FROM: GUS S. KRAMER, ASSESSOR - !r Costa . County DATE: NOVEMBER 5, 1997 l'� CUUN� SUBJECT: PARCEL MAP CONVERSION, TRAINING AND CONSULTATION SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Approve and authorize the Chair of the Board of Supervisors to execute a contract with Engineering Graphics Systems, Inc. in the amount of$150,000 for parcel map conversion, training and consultation. FISCAL IMPACT The contract will be paid out of AB818 Property Tax Administration Funds. BACKGROUND: The Assessor's Office installed Computerized Aided Drafting equipment a couple of years ago and has not had the funds to convert all of their parcel maps to computer format. The Assessor's Office has budgeted AB818 funds to complete the first phase of the conversion, provide additional staff training and CAD system consultation. cc: Assessor CAO CONTINUED ON ATTACHMENT: YES SIGNATURE: a —RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON— I2 '02 — /2 9 7 APPROVED AS RECOMMENDED OTHER VOTE F SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT- ` AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: 4ss E SSO Q, ATTESTED 1'18-0 __ Q o I �2 1 QI 7 PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382 (10/88) BY ,DEPUTY '=Co*.tra Costa County Number standard Form 1/87 SHORT FORM SERVICE CONTRACT Fund/Org # 1605 Account 4i 7— 1. Contract Identification. Other # Department: ASSESSOR Subject: Conversion of parcel maps to raster format, training and CAD consultation. 2. Parties. The County of Contra Costa, California (County) , for its Department named above,and the following named Contractor mutually agree and promise as follows: Contractor: Engineering Graphics Systems, Inc. Capacity: Computer Aided Drafting Consultant Taxpayer ID# 68-0245775 Address: 1120 Brickyard Cove Road _ Point Richmond, CA 94801 3. Term. The effective date of this Contract is October 15, 1997 and it terminates October 31, 1998 unless sooner terminated as provided herein. 4. Termination. This Contract Maar be terminated by the County, at its sole discretion, upon five-day advance written notice thereof to the Contractor, or cancelled immediately by written mutual consent . 5. Payment Limit. County's total payments to Contractor under this Contract shall not exceed $ , 6. County's Obligations. In consideration of Contractor' s provision of services as described below, and subject to the payment limit expressed herein, County shall pay Contractor, upon submission of a properly documented demand for payment in the manner and form prescribed by County (Demand Form D-15) and upon approval of such demand by the head of the County Department for which this Contract is made or his designee, as follows: [Check one alternative only] ( ) hour; or [ ] a. FEE RATE: $ per service unit: ( ) session, as defined below; or ( ) calendar (insert day, week or month) NOT TO EXCEED a total of service unit(s) . [ ] b. Payment in full after approval by the Department . [ J c. As set forth in the attached Payment Provisions . 7. Contractor's Obligations. Contractor shall provide the following described services: 8. Compliance with Law. Contractor shall be subject to and comply with all Federal, State and local laws and regulations applicable with respect to its performance under this Contract, including but not limited to , licensing, employment and purchasing practices; and wages , hours and conditions of employment, including nondiscrimination. 9. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract shall be available to all qualified persons regardless of age, sex, race, reli- gion, color, national origin, or ethnic background, or handicap, and that none shall be used, in whole or in part , for religious worship or instruction. ' `,! ' �uvr.l rvarl �r.lcrll.G I.UCIlXAI.l Number lbr Ipdependent Contractor Status . This Contract is by and between two independent cor�tractbrs and is not intended to and shall not be construed to create the relationship between the parties of agent , servant, employee, partnership, joint venture, or association. 11. Disputes. Disagreements between the County and Contractor concerning the meaning, requirements, or performance of this Contract shall be subject to final determination in writing by the head of the County Department for which this Contract is made or his designee or in accordance with the applicable procedures (if any) required by the State or Federal Government . 12. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, Contractor shall, upon written request and until the expiration of four years after the furnishing of services pursuant to this Contract, make available to the Secretary of Health and Human Services , the Comptroller General, the County, or any of their duly authorized representatives, this Contract and books, documents , and records of Contractor that are necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a sub- contract with a value or cost of $10,000 or more over a twelve-month period, such sub- contract shall contain a clause to the effect that upon written request and until the expiration of four years after the furnishing of services pursuant to such subcontract, the subcontractor shall make available, to the Secretary, the Comptroller General, the County, or any of their duly authorized representatives, the subcontract and books, docu- ments, and records of the subcontractor that are necessary to verify the nature and extent of all costs and charges hereunder . This special condition is in addition to any and all other terms regarding the maintenance or retention of records under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor. 13. Reporting Requirements. Pursuant to Government Code §7550, Contractor shall include in all documents or written reports completed and submitted to County in accordance with this Contract, a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report. This section shall apply only if the payment limit under this Contract exceeds $5,000. 14. Indemnification. The Contractor shall defend, indemnify, save, and hold harmless the County and its officers and employees from any and all claims, costs and liability for any damages , sickness , death, or injury to person(s) or property, including without limitation all consequential damages , from any cause whatsoever arising directly or indirectly from or connected with the operations or services of the Contractor or its agents , servents, employees or subcontractors hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of the County or its officers or employees . Contractor will make good to and reimburse the County for any expenditures, including reasonable attorneys fees , the County may make by reason of such matters and, if requested by the County will defend any such suits at the sole cost and expense of the Contractor. 15. Legal Authority. This Contract is entered into under and subject to the following legal authorities : California Government Code Sections 26227 and 31000. 16. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA CONTRACTOR SYS,2&MSr-L°1ke - By. By Cs¢a�r�'•8• ��* T. \ Designee A ro � d� "Count dministrator PP Y��"� (Designate official capacity) By Designee Recommended by IDepartment By- / T_tr'�r-�. Z' [Form approved by County Counsel] PAYMENT PROVISIONS Fee schedule: $4 per map. Scanning and printout of mylars. $50/hr Map editing, not to exceed an average of$50 per page in any map book. $65/hr Project management, not to exceed 10% of map editing man hours in any billing period. $95/hr Consulting, system design, system integration for services performed by George B. McMeans. $800/instructor day Training of County personnel at contractors site, plus expenses such as copying, manuals, etc. Billings will be rendered monthly as work is accepted. CONTRACTOR'S OBLIGATIONS Pick up and scan 11" x 17" mylar parcel maps and convert into readable "raster" format that is compatible with Assessor's current IRAS/B editing software. Edit and cleanup unreadable computer raster files. Reconcile completed raster file to original scanned image. Provide training as requested by County. Provide consulting services as requested by County. Deliverables: 1. Original scanned image prints with correction markups (11" x 17" plain bond paper) 2. Edited Image Prints (11" x 17" plain bond paper) 3. Edited Raster Files (edited scanned images on 100 mb Zip disks)